Malawi Dairy Value Chain Project Baseline Survey Terms of Reference - Final

Terms of Reference (TOR)1
Invitation to Tender for Baseline Survey Services for Malawi Dairy Value Chain
Project
Location : Lilongwe with travel to districts

Application Deadline : 12th July, 2021
Type of Contract : Individual or Consultancy firm
Languages Required : English, Chichewa
Duration of Contract : 20 working days
1. Introduction
Central Region Milk Producers Association (CREMPA) is inviting consultancy companies or
individual consultants to undertake a baseline survey for the Malawi Dairy Value Chain
project. The baseline survey will assess the situation and establish benchmark indicators that
will inform the Monitoring, Evaluation, Learning and Accountability (MEAL) plan and form
the basis for measuring the project outcomes.
The consultant(s) will work closely with CREMPA Association Manager, and CREMPA
Monitoring and Evaluation Officer, and We Effect Programmes Advisor.
CREMPA is an umbrella body of dairy farmers in Malawi's central region. The association was
established in 1985 and registered as a Trustee in 2005 under the Trustee Incorporation Act.
The goal of CREMPA is to advance the interest of dairy farmers and promote increased milk
production and collective milk marketing for improved income for dairy farmers and nutrition
of dairy farming households and Malawian milk consumers in rural and urban areas. Currently,
CREMPA has over 7000 dairy farmers organised in more than 55 Milk Bulking Groups
(MBGs) or Milk Collection Centres (MCCs). CREMPA has five key results areas in its current
Strategic Plan (2018-2021):
1. Improved dairy productivity and production at farm and MBG level.
2. Increased participation of youths and women in dairy agribusiness.
3. Enhanced access to markets for milk and milk products.
4. Enhanced access to finance and financial management services.
5. Enhanced Institutional Capacity of CREMPA and its members.
2. The Project
CREMPA, with funding from AgriCord-IFAD/EU financing in partnership with We Effect, is
implementing the Malawi Dairy Value Chain Project. The initiative will focus on triggering
changes on downstream dairy value chain activities. The emphasis will be on improving supply
of high-quality concentrate feed to dairy farmers in order to raise the average milk yield per cow
from 8 to 12 litres per day. This will contribute towards addressing one of the major constraints
to dairy farming in Malawi, which is limited of or limited access to high value protein/energy
concentrate feeding. Most farmers currently rely on low quality non-nutritious maize bran-
based concentrate for supplementary dairy animal feed. The project will support the production
and marketing of locally produced high value dairy supplementary feed based on high
protein/energy crops, especially soy and sunflower. Five cooperatives under CREMPA will be
primary beneficiaries and one of them will be equipped with electric feed milling and mixing
equipment. The project will directly benefit 11,000 (5060 males and 5940 females) smallholder
farmers. In order to maximise profit, by-products such as cooking oil will be produced and
marketed. CREMPA will support the advocacy for an enabling dairy sector business
environment, and enhanced governance and financial capacity of Farmer Organisations.
The project has the following strategic objectives and expected outputs:
Strategic Objective 1: Farmers Organisations (FOs) and farmer-led enterprises improve
technical and economic services to their members along the dairy value chains.
Expected Output 1: Improved capacity of FOs to deliver technical and economic services
and connect their members to markets
Strategic Objective 2: FOs influence policies and business environments for the
transformation of family farming and the development of sustainable, adaptive economic
initiatives and farmer-led enterprises
Expected Output 2: Improved access of FOs to financial services
Expected Output 3: Improved business environment and smallholder competitiveness
Strategic Objective 3: FOs are accountable organisations able to effectively perform their
institutional functions
Expected Output 4: Strengthened institutional capacities and professionalism of FOs
Expected Output 5: Enhanced knowledge and dissemination among peers for replication
and scaling-up
Therefore, CREMPA is currently seeking to procure the services of a consultant to conduct a
baseline survey for the project.
3. The Assignment
The hired consultant(s) shall carry out consultancy services which include leading the
baseline survey process. The baseline survey is expected to achieve the following:
 Establish the status of the project outcomes and output indicators as outlined in the
project logical framework;
 Set benchmarks for the project indicators;
 Ascertain the relevance and sustainability of the set objectives and;
 Make recommendations to CREMPA based on the findings and provide information
that will assist in guiding project implementation and a proposed plan of action.
3.1 Methodology, Data Collection and Analysis

The baseline survey will use a mixed approach and will be undertaken through various methods
including observations, Knowledge, Attitude, Behavior and Practice (KABP) survey, Focus
Group Discussions (FGD), and Key Informant Interviews (KII). Further, data collection should
be done in a participatory and inclusive manner where all groups.i.e. Youth2, men3, women4
and other marginalized groups fully participate. The consulting team should take cognisance
of the Covid-19 situation and include some online meetings for data collection where possible.
The baseline survey should be designed to meet the objectives and the theory of change (ToC)
approach which will entail careful analysis of the intended outcomes, outputs, strategies and
activities, and the contextual factors in each country including their potential to achieve the
desired outcomes.
Data is expected to be collected through secondary and primary sources. This will include desk
review, group and individual interviews with key stakeholders, such as members and leaders
of dairy cooperatives, representatives of line ministries both at national and district level,
implementing project partners, community leaders, beneficiaries (youth2, men3, & women4),
dairy processors, livestock feed manufacturers, oil seed marketers, cooking oil producers,
management and project staff.
3.2 Sampling
The consultant (s) is expected to develop and suggest a sampling strategy including a
description of:
 Sample size (or expectations of the consultant (s) in calculating it);
 Necessary respondent disaggregation;
 Sampling approach.
3.3 Participant selection and recruitment

Stakeholder participation at various levels in the baseline survey will be critical. The consultant
will ensure that stakeholders are meaningfully involved in the baseline survey process. These
will include; youth, men and women including those with disabilities and the marginalised.
Additionally, it should involve families, district and national level government, implementing
partner organisations, and project staff.
2
Female and male aged 18-35 years
3 Males aged 36 years and above
4 Females aged 36 years and above
4. Expected Output
The excepted outputs are:
1. Inception Report – The inception report shall finalise the proposed work plan, detailed
methodology, including sample size and data collection tools. The inception report
should be submitted and presented to the Malawi Dairy Value Chain project team and
partner organisations to facilitate feedback.
2. Draft Baseline Report – including an Indicator Tracking Table with baseline data to
be submitted and presented to CREMPA and project implementing partners
highlighting main preliminary findings, conclusions and recommendations at a
validation meeting.
3. Final Baseline Report maximum 40 paged concise report, excluding the executive
summary and annexures (Indicator tracking table, data collection tools and consent
forms). Submit three (3) hard copies of well bound final report and an electronic copy
to CREMPA.
4. Cleaned data set (e.g., Excel, SPSS), transcripts of qualitative data, syntax/ code books
etc.
5. Timeframe and Payment

The timeframe for the baseline survey is 20 working days. The assignment should commence
by 19th July, 2021 and be completed by 7th August, 2021.
The payment of fees will be based on the delivery of the expected outputs, as follows:
 30% upon approval of the design/Inception Report.
 40% upon submission and presentation of the draft Baseline Report;
 30% upon submission of the final Baseline Report.
6. Tenders
Tenders shall consist of the following compulsory minimum requirements:
 Company profile (clearly stating full contact details, physical address and telephone
lines);
 Certificate of incorporation or registration;
 VAT registration;
 Tax clearance certificates; and
 Declaration of any business or personal relationships connected to CREMPA or We
Effect.
Tenders shall also consist of

 A proposed work plan, detailed methodology, including sample size and
methodology, A proposed detailed budget local currency indicating clear distinctions
between professional fees and operating expenses.
 References and samples of three similar assignments completed for an NGO/INGO or
similar within the past three years.
 Three reference letters from organisations the consulting team undertook similar
assignments.
 CVs of the proposed consulting team; and
 Signed letter stating the availability of the proposed consultant/s for the assignment
period.
7. Qualifications and Expertise Required

The baseline survey should preferably be conducted by a consulting team with a good
understanding of the local contexts in Malawi including the dairy industry and should have
vast experience in the dairy value chain and market analysis, operations of dairy cooperatives,
livestock feed producing companies, and milk processors.
The Qualifications and Expertise Required of the proposed consultant (s) include:
 At least a master’s degree level preferably in agricultural economics, agribusiness
management, gender equality or economics.
 At least 5 years’ experience in leading and conducting baseline studies and evaluations
of agricultural projects.
 Expertise and knowledge of the thematic areas relevant to the dairy industry.
 Knowledgeable about advancing gender equality, human rights, environmental and
social issues in the dairy value chain.
 Excellent analytical, writing and communication skills;
 Excellent written and spoken English.
The selection of the successful consulting firm /consultant(s) will be based on satisfaction of
qualification requirements, outcome of interviews of company representatives and candidates
including the strength of both the technical and financial proposals.
Email tender documentation indicating “Baseline Survey for Malawi Dairy Value Chain
Project” before close of business on 12th July, 2021 to [email protected]
Only the shortlisted consultant(s) will be contacted.
Important Note: Offers with requests for payment or fees should be treated with extreme
caution, viewed as potentially fraudulent and reported immediately.

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Terms of Reference (TOR)1

Location : Lilongwe with travel to districts

3.1 Methodology, Data Collection and Analysis

3.3 Participant selection and recruitment

5. Timeframe and Payment

Tenders shall also consist of

7. Qualifications and Expertise Required

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